Final 2024 Industry Day Questions and Answers91923.pdf

2024 Industry Day Questions and Answers

1. Question: Do offerors have to have a GSA Multiple Award Schedule (MAS) or other schedule in place?

Answer: Offerors do not have to have GSA MAS or other schedules in place to propose. If you have one that contains all or many of the categories of disciplines needed for successful completion of the awarded contract, please identify.

2. Question: Can you discuss how potential conflict of interest situations will be evaluated for firms desiring to pursue this contract but also are involved in contracts directly working as consultants for agencies who are audited under the

PMO contract?

Answer: OK, so it's my understanding the work is going to be at the task order level. If you have a conflict with one of the requirements under that specific project, then you will not receive that task order request for proposal.

All offerors who receive awards will have to provide a conflict-of-interest matrix. If you are conflicted, you will not receive that particular task order request for proposal for that project only. If during the life of the contract you also become conflicted, you are required to make us aware, what that conflict happens to be, then there will be a resolution between the contracting officers here at the FTA, the regional office and you as the owner of the conflict. And if it cannot be resolved to the benefit of the government, then you will not receive an award.

3. Question: Will there be any PRIME awards set-aside for small businesses?

Answer: There are always PRIME awards set aside for small businesses. If you look at our procurement forecast, any of those opportunities that are placed on the forecast is for small business or full and open. It has designated categories where you can filter out the procurement forecast based on whatever your interests are, and we typically update the forecast in real time. It goes out for three years - up to 2026 as of current. In addition, for this requirement, we are reserving, if you will, no less than two awards to economically small women owned businesses and we would appreciate and be more than happy to award as many small businesses as qualified. Presently, we have six small businesses that are part of our PMO gathering [cadre] and we are so thankful for them. We want all of them back, plus any others that will in fact be able to meet the requirements. https://www.transportation.gov/osdbu/procurement-assistance/summary-forecast

4. Question: Would you circulate this meeting's attendance sheet?

Answer: The attendee list will be posted on SAM.gov with the webinar recording.

5. Question: Would you be able to provide an estimate on the number of selections being proposed from this solicitation as well as the maximum contract value of each?

Answer: The number of selections will be driven based on the needs identified by the program office. On average between 2002 to 2023, we have had a need of between 19 and 25 PMOC's. Again, the program itself will be the determinant of how many actual PMOC Contracts will be awarded. It will also determine the https://www.transportation.gov/osdbu/procurement-assistance/summary-forecast https://www.transportation.gov/osdbu/procurement-assistance/summary-forecast contractual value of each of those awards. Remember, this is a five-year program. The total program is an estimated in the $750Million over the five-year period.

6. Question: Are you able to publish a list of incumbent vendors?

Answer: Yes.

7. Question: You mentioned new DBE requirements, where will that be listed?

Answer: Please reach out to your state and where you're located, if need a DBE certification. At the federal level, for the Small Business Administration and

Section 19, when the FTA distributes dollars to the grantees or the recipients, the registration and the certification of the entity as a DBE MBE, SBE are at the discretion of the either that particular grantee recipient, that state or whoever the dollars coming out. The FTA office of acquisition as particularly in this PMO program, are not part of the DBE program. Certainly propose, but you also have to identify yourself as a small business, small-disadvantaged business, 8a business, Service-disabled veteran owned business, Vietnam veteran owned

ERA veteran of business out of a HUBZone. DBE program is separate and distinct from this acquisition requirement.

8. Question: Does the accounting system audit requirement apply to the PRIMES or to the sub-awardee/ sub-contractors?

Answer: This applies to the PRIME and all major subcontractors.

9. Question: Will HUBZone PRIMES be considered for a set aside award?

Answer: Not a set aside, you will be considered for award under the reserved small business. We welcome all HUBZone contractors who will be able to receive our solicitation and give us a proposal. We will definitely do our absolute best to score your proposal for consideration for award, but not a complete set aside.

10. Question: Can you provide a copy of this presentation, please?

Answer: This presentation and recording will be posted on SAM.gov within 7 to

10 business days after this presentation is complete.

11. Question: How many master contractor awards do you anticipate?

Answer: Hopefully between 19 to 25.

12. Question: When will the draft RFP be available?

Answer: We anticipate posting the draft RFP to SAM.gov. within the coming months.

13. Questions: What is the average dollar value and period of performance for task orders awarded under the existing PMO contract?

Answer: It varies for that particular project. The task order for a requirement can vary from two years to five years. Based on historical data, a task order can value at a minimum of $3,000,000 and range to upwards of $20million.

It varies because our task orders are awarded based upon the specific attributes of each project for which oversight is necessary. As you can probably imagine, not every project will need every oversight procedures, every project will not have every deliverable, or as many deliverables. It really depends upon the length of the project, the scope, the extent of the project and even the mode. A light rail project and an extensive light rail project will certainly have a lot more need for oversight and cost a lot more than a relatively small bus rapid transit BRT project, by comparison. It may be difficult to say what an average size is due to it being driven by the needs of particular project.

14. Question: Does a PRIME have to satisfy each of the S/W/DBE goals in its subcontracting plan?

Answer: Yes, the dollar threshold is $2,000,000. If you’re receiving an award upwards of $2,000,000, you'd be deemed a major subcontractor.

15. Question: Can you please provide information on the anticipated labor categories and/or skill sets for the resources needed to support the various task orders?

Answer: This information will be released when we post the draft solicitation and ultimately, the final request for proposal.

16. Question: It is acknowledged that the PRIME requires a SAM.gov account but do the subconsultants also be required to have a SAM's Account?

Answer: Yes, all entities that are engaged with contracts, grants, financial assistance must be registered in SAM.gov. This is first, to receive an award for either a contract and grant or cooperative agreement and secondly to actually get your payment for the effort that you put forward.

17. Question: Must a PRIME bidder have its accounting system audited prior to submitting a proposal?

Answer: Yes, we would highly encourage the contractor to have a completed audit of their adequate accounting system. This is so that the contracting officer can make a determination based on the information the contractor provides and to ensure the contractor has an accounting system that is sufficient for the government.

18. Question: Are the TOs awarded based on technical or cost?

Answer: Yes, it is based upon both entities. If you are awarded an IDIQ contract, we will then award task orders under fair opportunity competition (FAR Part 16).

We would stipulate the evaluation criteria at the task order level.

19. Question: Will you be requiring Oral presentations?

Answer: Yes, all of that information will be detailed when we post the solicitation.

Historically, in the solicitation process under the PMO for the RFP we have conducted or presentations.

20. Question: Do you anticipate that selected vendors will have access to and use

DOT/FTA systems only or are vendor tools able to be used in drafting and producing all contract deliverables?

Answer: We don't anticipate needing the PMOC contractors to access our government systems. If there is a need, FTA will provide information at that time.

For example, if you are awarded an FTA PMO contract and under one of your task orders the PMOC performed a risk assessment under OP40, we have a model example in Microsoft Excel. That would be the only instance you would not need access to FTA internal systems

21. Question: Will a multi-phase down select be contemplated?

Answer: If the government does decide to go that route, it will be stipulated in the RFP. We will note the evaluation criteria in sections L and M.

22. Question: What Key Personnel are required?

Answer: The Key Personnel are required, and those key personnel will be listed in the RFP in the coming months.

23. Question: In searching for the updated Oversight Procedures list, the FTA website shows a list last updated in March 2017. Is it possible to get the link to the current list?

Answer: What is posted on the FTA public website are the current oversight procedures and any updated and new ones will be provided in the RFP.

24. Question: How many past performances will be required for the RFP response?

Is a PPQ completion anticipated

Answer: The Government will be looking at past performance and it will be a part of the evaluation criteria. That information will be listed in the RFP.

25. Question: Are there any opportunities for the PRIMES and Subcontracting to meet in-person.

Answer: The Government will be planning to have a face-to-face Industry Day and information regarding the date, time, and the actual process to register for that event will be communicated on SAM.gov.

26. Question: Can you provide ballpark regarding extent of on-site support required?

Historically vs. what may come from new legislation. CONUS-wide? Any

OCONUS? (e.g., HI, Puerto Rico?) Primarily a site visit, or entail more frequent project site visit/presence? Post-COVID, assume more on-site vs. remote – is that the expectation?

Answer: It depends upon the particular needs of the task order requirement. Our work consists throughout FTA's 10 regions and is posted on the FTA public website. They include for the DOT term, CONUS and OCONUS. Referring to places like Hawaii, Puerto Rico, Guam, etc. We do have a major capital project on Hawaii and Puerto Rico as well as emergency relief type projects. The particular on-site needs will be spelled out in the task order. One can expect a baseline level of quarterly, onsite presence, at least for meetings. This is all determinant of the scope of the task order and what is defined in that case.

Again, for geographic diversity, what do we cover, refer to FTA's Public website and search for our corresponding regional offices.

27. Question: Please define the major sub-contractors and also are minor sub-contractors?

Answer: A major subcontractor is a subcontractor that is deemed to receive an award in excess of $2,000,000 of work underneath the PRIME. A regular subcontractor is a subcontractor that is deemed to receive an award beneath

$2,000,000 of work underneath the PRIME.

28. Question: What is the typical turnaround time needed for a task order response -does each Task Order require technical, resumes and pricing response?

Answer: We utilized fair opportunity in accordance with FAR Part 16. It also depends on the turnaround response, the requirement and the strategy we use under that fair opportunity clause. Historically, technical, resumes and pricing have been identified as information needed in response to the task order request for proposal. Once the solicitation has been posted, all details will be included.

29. Question: Is Facility clearance a pre-requisite for these contracts?

Answer: Yes, on a case-by-case basis at the task order level.

30. Question: Is this a Qualification base selection? or if not to what extent is price factored in the selection?

Answer: This is not qualifications based. This is a full and open competition within the solicitation itself, the percentage of weight for price will be identified at that point. Price has been a lower percentage of the qualification or the evaluation criteria, primarily looking for PMO's bring to bear quality, technical capabilities, past performance, and the cadre of disciplines that have been identified in the RFP. Technical, quality, your approach, to satisfy, the requirement as identified in the solicitation will be where you will need to hone your efforts. We spoke about Sections L&M as being super important. I'm going to add Section C. You would have to match what the requirement identifies in the

Statement of Work with the evaluation factors. You will need to write those two in concert. If they ask for a detailed description of how you're going to satisfy the requirement in Section C, make sure that it is in concert with the evaluation criteria that is in Section M. Section L will give you all the instructions of how to respond to the RFP. What you are answering and what you are trying to convince us of your knowledge and full understanding of what we're asking you for has to match between that identified requirement and Section C with the evaluation criteria in Section M.

31. Question: Can you publish a list of subcontractors approved under incumbent contracts?

Answer: We can provide a list of our current PMOC's. Please reach out to them to get a listing of their subcontractors associated with their PMO contract.

32. Question: How long after the draft RFP is released will the final RFP be released? How long after release of the final RFP will proposals be due?

Answer: After we provide the draft solicitation, the actual RFP will be provided within 60 days. The proposal will be due 60 days after the RFP is provided. The actual dates for information to be provided to the government will be listed in the

RFP.

33. Question: Do proposed staff have to be onboard with the proposing firm at the time the proposal is submitted?

Answer: If the contractor is proposing personnel, it will be associated at the time of the RFP. There is a section in the RFP that reference commitment letters in your proposal. It is on the earnest of the PRIME contractor to let the government know of the personnel they are proposing and who are available to work under this contract.

34. Question: What do you anticipate impact to the PMOC contract due to the spending under the Infrastructure Investment and Jobs Act? In other words, are you expecting a significant change in the need for PMOC because of the IIJA?

Answer: We have seen an uptick in work, and we will continue to see this increase. It is cautionary to keep this in mind due to funding being allocated for new projects. These projects will have to go through the FTA Capital Investment grant pipeline. This can take a considerable period of time before PMOC oversight is appropriate and required. There will be growth. The bipartisan infrastructure law covers a broad area beyond just major capital projects. From the date funding is put forth in legislation and when the actual project can start getting work done, can be extended period of time.

35. Question: Is there an anticipated date for implementation of the new FTA rules raising DBE Personnel Net Worth value to $1.6M?

Answer: It is in place. It was not a “proposed and process of 60 days, waiting for a public comment and then filtering of those comments”. That was the final rule, and it is in place. They are upping it to $850,000 in personnel income.

36. Question: Are small business PRIMES required to work with APEX accelerators for submitting on this procurement?

Answer: Typically, the apex accelerators are the same as a Procurement

Technical Assistance Centers (PTAC). They're there, in place to help you with any type of technical assistance needs that you may have. You're not obligated to work with them at all. They're there to assist you with your federal journey.

37. Question: Would an outside CPA Compliance Review of an Accounting System asserting compliance with DCAA be acceptable for Adequate Accounting

System? The issue contractors have is that a DCAA Audit is only provided when a Cost based Contract is Awarded and delayed by a significant DCAA backlog.

Answer: Yes, additional information will be provided in the RFP, but if you have documentation from a CPA firm noting that you have an adequate accounting system, it details the separations of your costs in accordance to cast and the other information provided, that would be deemed acceptable.

The requirement for that will be requested on that CPA's letterhead and signed by a certified CPA with his or her certification number under their signature.

38. Question: Will there be additional virtual sessions moving forward pertaining to this RFP and/or other opportunities moving forward?

Answer: We don't anticipate having any additional virtual sessions.

We do anticipate having a face-to-face industry day that will be conducted by the

Government and information will be provided on SAM.gov.

39. Question: Will subconsultants be required to have an audited OH indirect rate?

Answer: Subconsultant/Consultants does not have to provide an overhead audit rate; they provide a fully loaded rate. The subconsultant/Consultants would have to provide justification for how they arrive at that rate. This would be on a case by case basis and information pertaining to this will be listed in the RFP.

Consultants are only there for a short time to do a specific task.

40. Question: Will a draft section L and/or M be included in an upcoming draft RFP?

Answer: Yes

41. Question: Can a PRIME contractor also be a sub to another PRIME contractor?

Answer: Yes

42. Question: If you win a PRIME contract does that guarantee you actually get billable work?

Answer: In a multiple ward out of IDIQ, the Government only has to satisfy the minimum requirement. So, you have a min and max and whatever the RFP has determined and what that minimum would be, that is the only requirement that the Government can guarantee. Again, the task order award work are facilitated at the task order level and we utilize FAR 16 to award and manage our task orders. If you are awarded or afforded a base IDIQ, PMO contract under the anticipated 2024 award, the only thing that the Government is guaranteed or must require to provide to you is that minimum under that award. And that information, the amount that dollar amount we provided in the draft solicitation

RFP and then also the actual RFP and then we'll be incorporated in the award.

43. Question: Are there plans to issue any RFIs before the RFP?

Answer: At this time, the Government does not anticipate that.

44. Question: Please clarify the difference between a Subconsultant and a

Subcontractor related to audit OH rates

Answer: A subcontractor is different from a consulting. A consulting is not someone that has been deemed a subcontractor, so they will not be providing that costing information. The consultant will be under the umbrella of the PRIME contractor, and they will provide us with a fully loaded rate regarding the specific work they will be doing under the anticipatory contract and task order. A subcontractor is working under the umbrella of the PRIME contractor, probably for major work. If the task order is deemed over $2,000,000, they would have to provide us with an adequate accounting system. We encourage, if you are deemed to be a PRIME contractor or anticipatory work under a PRIME contract or under the PMO program, that you will look into having an adequate accounting system to move forward with the award.

45. Question: Will you solicit industry comments on the draft RFP?

Answer: Yes.

46. Question: Do we need facility clearance?

Answer: This will be granted on a case-by-case basis.

47. Question: Will we get a list of the questions asked today?

Answer: They will be posted with the recording of this webinar on SAM.gov.

48. Question: On the facility clearance question, will an entity be required to have a

Secret or Top Secret or other classified level of clearance required?

Answer: If that is deemed required, it will be done at the task order the level. It is not necessarily done at the base award. However, we do have to solidify the level of security at the base contract. How we designate the security of the actual requirement, and the security level will be communicated in the actual RFP.

49. Question: When will the next industry day be?

Answer: We will have an in-person session in the coming months. We encourage you to be registered SAM.gov. Due to the utilization of a government facility, all the information regarding instructions and requirements to register for that will be communicated via SAM.gov. We will provide this information well in advance to solidify the registration and that total process.

50. Question: If the TORP requires cleared work will FTA sponsor vendors that don't currently have a DD254?

Answer: I don't believe in the time that we've been here, having a need for the

DD254.

51. Question: Do you anticipate that the initial awards of the IDIQ will also include concurrent task order awards? Will task order RFQs be included in the RFP for the base contract?

Answer: Historically for the RFP, you do provide us with a sample that the

Government will be reviewing at on the onset of the base contract. The

Government may issue a solicitation during the onset of the actual base contract award or soon after due to the major transit work that needs to continue. So, that is a possibility, that will be communicated as an urgent request to the offeror.

52. Question: What is classified as a sub-consultant - a firm or an individual?

Answer: It can be both, but normally it is an individual.

53. Question: Is the work only for the FTA? Or will other entities (e.g., local transit orgs) get to use the contract vehicle?

Answer: This is the Federal Transit Administration (FTA) requirement.

54. Question: Can you provide examples of projects you expect to use consultants for (or at least examples of projects in the past that you have used consultants for)?

Answer: Certainly, I can give a couple examples. Again, on our public website, you can look at various project profiles. Projects have ranged from things like the

MBTA in Boston, Green Line extension, New York 2nd Ave. Subway or Grand

Central Madison. Projects like series of light rail projects in Phoenix, AZ. A number of projects in Los Angeles with light and heavy rail commuter rail projects throughout the United States. Bus rapid transits, the Albuquerque Bus Rapid

Transit project as an example. I definitely encourage you, if you look at FTA's public website, there is a variety of projects listed going back a few years and it'll give you a good cross section of the types of work, types of projects we have, and which ones would require PMOC oversight.

55. Question: Will the draft RFP be issued before the next Industry Day?

Answer: The RFP will be issued in the next month and the next in-person conference will be in the next coming months. We anticipate that the draft solicitation will be provided well in advance of our planned industry day.

56. Question: The Industry Day presentation outlined that at least 2 IDIQ contracts will be reserved for Women-Owned Small Businesses. Please clarify the accepted certifications for Women-Owned Small Businesses?

Answer: This information will be included in the RFP.

57. Question: Will the final submission of the proposal be electronic through

SAM.gov or other electronic delivery, or will it be hard copy submissions?

Answer: The RFP proposal submission will be sent electronic delivery only, please refer to the RFP for additional information.